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Best Practices For Document Retention & Destruction

September 18, 2018

Most, if not all, businesses handle some degree of sensitive or confidential information. Whether your business deals with customer financial information, legal or health documents, or other critical information, it is essential to have proper destruction practices and policies in place in order to protect yourself and your clientele. 

 

In this post, you will find practices that all companies, large or small, no matter the industry, should have in place regarding document retention and destruction:

 

  • Only keep documents for as long as you need them. Once you no longer need a document, it should be destroyed. Be sure to take note of any retention laws or regulations for your doucments. 

  • Take a look at your company culture. Communicating the reasons why document retention and destruction policies are so essential can help your employees to get on board with these best practices. Training staff and testing your system will help to create a company culture that promotes security. 

  • Regular shredding. Regularly destroying all unneccessary documents will help to negate some of the risk of security breach. We recommend getting in on our scheduled reoccurring document destruction program.

  • Compliance is important. Staying compliant with the retention guidelines and destruction requirements for your industry is mandatory. Know what yours are and follow them. The consequences of not abiding by these guidelines are extreme and costly, for both your company's wallet and reputation.

  • Utilize a professional service. Companies like Embassy RMS are trained to handle confidential material properly. We can also provide you with a Certificate of Destruction for your records.

  • Stay environmentally friendly. You should always SHRED before recycling. At Embassy, we recycle all of the paper that we recycle.  

 

 

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